Meetings & Events, Assistant Program Manager
Work Dynamics - Integrated Facilities Management
Work Scope:
- Supervision and scheduling of Events Team members
- Functional supervision of event support staff (set-up crews, third party vendors)
- Responsible for the coordination and execution of high level special events as requested by the Amazon customer
- Leads site visits, planning meetings and final details meetings with Amazon customer and supporting vendor partners
- Establish new policies and procedures necessary to clearly define event support of high level event support in high profile areas
- Establishes and provides clarity to existing policies and procedures relating to Events Team support
- Demonstrates continuous effort to improve operations, service levels, and streamline work process
- Responsible for tracking team progress through data metrics
- Creation and submission of monthly reports to Events Team Manager, demonstrating team progress and workload
- Identifying opportunities for improving team communication and efficiency
- Assisting in the planning and hosting of the occasional client-related event as needed
- Other duties as assigned in support of Events Team Manager
Essential Functions:
- Provide prompt and courteous response to Amazon employee and client requests within the guidelines set forth by JLL and Amazon Global Real Estate and Facilities
- Maintain ethical, professional and courteous relations with contractors and employees and property management teams
- Perform as a team member with all employees
- Communicate and work effectively with Officers, senior contacts within client organization, and business associates.
- Maintain all business contact information
- Prepare proposals and presentations
- Assist in compiling budget information and business review metrics
- Compose business letters, summaries and reports using proper format, punctuation, grammar, diction and style
- Create graphs, charts, and other complex documents
- Assist with Facilities team communications and coordination of response activity during emergencies if deemed reasonable and prudent, and as trained by supervisor
- Comply with all company and regional policies
- Learn and follow all Amazon GREF policies and procedures as they apply to administration positions
- Flexible hours: Must be willing to work nights, evenings and weekends as necessary
Other Functions:
- Carry out other duties as assigned by supervisors
Essential Physical Capabilities:
- Meet highest attendance and punctuality requirements
- Operate personal computer, software as appropriate for project and all other office equipment
- Climb up and down stairs as part of emergency procedure, practice and/or implementation
- Detect emergency alarms - auditory and/or visual
Essential Knowledge and Skills:
- Ability and interest in multi-tasking
- Interact with employees, visitors and contractors with poise and diplomacy
- Apply principles of rational systems and deal with a variety of concrete variables in situations where only limited standardization exits
- Interpret instructions in written, oral, and diagrammatic or schedule form
- Possess initiative to assume additional responsibilities
- Set priorities and meet deadlines
- Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs
- Type a minimum 60-WPM with accuracy
- Perform basic business math such as compute discount, interest, percentage and profit/loss
- Communicate effectively both verbally and written
- Possess excellent grammar and proofreading abilities
- Read and comprehend e-newspapers, periodicals, journals, manuals, dictionaries and thesaurus
Experience:
- 3 years of event management or relevant hospitality experience
Education:
- Bachelor’s Degree or equivalent experience
